ࡱ>  =bjbj {rrrP3,,,$P4fL  IfKfKfKfKfKfKf$iBlZof-   off""" FIf" If""Y/aj*fa ^_r5ff0f_Vl ltaalaD  "     ofof!   f    l         , L:  Date: June 12, 2014 RE: AP for Price Agreements for International Contracting (PCS# 432000-0001-AP) Closing Date/Time: July 2, 2014 at 5:00 p.m. (Pacific Time) Dear Potential Respondent: The University of Oregon (University) hires employees and contracts with independent contractors to perform work in foreign countries. In order to effectively hire and contract with individuals in foreign countries, University must comply, not only with U.S. laws and policies, but, also with the laws and policies of foreign governments in whose country these individuals will perform activities for University. The University, therefore, is issuing this Alternative Procurement (AP) to engage contractors to assist University in ensuring compliance with all applicable laws and policies related to hiring and contracting with individuals in foreign countries. University seeks to engage one or more contractors with the following capabilities and qualifications: Qualifications. Multi-country knowledge of laws, regulations, policies and practices related to the services listed below. Key employees performing services under these agreements must be, or be supervised by, Certified Public Accountants, attorneys or individuals holding like degrees, licenses or certifications. Must have three years of experience providing similar services for large entities. Services. The successful respondent(s) will provide to the University, services including but not limited to the following: Audit services. Regulatory compliance advice. Tax advice and compliance. Human resources and employment law, including analysis of independent contractor versus employee status. Payroll services. Risk analysis and risk management. Submittals. For consideration, you must provide all requested information in accordance with the procedures set forth in this letter. Please do not respond exclusively by telephone or merely by sending marketing brochures. Please feel free to make suggestions, in addition to responding to the requirements of this letter. Respondents submittals must include the following: Cover letter summarizing your Response. Contact information, including name and title of primary contact, business name, address, telephone number and email address. Entity Verification (for entities other than sole proprietorships): Evidence in the form of a Secretary Certificate (or equivalent documentation) that the individual submitting the Response is authorized to act for and bind the Respondent in all matters relating to the Response and possible subsequent contract. This type of written documentation is commonly in the form of a Secretarys Certificate or Officers Certificate issued by the board or committee governing the entity. The written documentation, however, is not required to be in any particular form as long as it clearly shows the individual signing the Response has authority to bind the Respondent. Evidence that Respondent (if not organized or incorporated in the State of Oregon), is in good standing in its state of organization or incorporation. This type of written documentation is commonly in the form of a certificate of good standing. The written documentation, however, is not required to be a certificate of good standing. For example: A corporation incorporated in Delaware could go to the Delaware Secretary of States website, perform a business entity search on itself, and submit with its Response a copy of the record retrieved from that site. Evidence of Respondents financial capability to meet the responsibilities to perform the contract which may include balance sheets, income statements, financial statements, independent financial compilation/review or other financial information whereby University can determine Respondents credit rating or financial capability. Detailed information on the following: How the Respondent meets each of the qualifications set forth above, including a firm resume and description of resources available to Respondent to perform under a contract awarded pursuant to this letter. Evidence that Respondent has any and all degrees, certifications, and licenses (including, but not limited to, software licenses) necessary for the work contemplated herein. Full description of all services offered in each country in which Respondent performs the requested services. List of three clients (and their respective contact information) for whom Respondent has completed similar projects, preferably one of which is a higher education institution. These clients may be contacted by University for an evaluation and assessment of the Respondents performance. Itemized schedule of costs for each of the services per country (and overall total cost of work), which Respondent would provide under a contract awarded pursuant to this letter. Completed and signed Representations, Certifications and Acknowledgements attached to this letter as Exhibit A -- If you do not sign the Representations, Certifications and Acknowledgements your Response will not be considered for award. Please submit your Response and direct any questions regarding this procurement to Valerie Bailey on or before July 2, 2014 at 5:00 p.m. (Pacific Time) at the following address: Purchasing and Contracting Services 720 E. 13th Avenue, Suite 302 Eugene, OR 97401  HYPERLINK "mailto:competitionsupport@uoregon.edu" competitionsupport@uoregon.edu Submission of a Response constitutes a firm, binding and irrevocable offer for a period of three months following the Closing Date and Time. It will be at Universitys sole discretion (i) to consider Responses submitted after the date set forth above, and (ii) to determine whether a Respondents submittals are sufficient to determine if that Respondent is responsible to perform under a contract awarded pursuant to this letter. University reserves the right to request further information as needed for clarification purposes. All Responses to this letter become the property of University. By submitting a Response to this letter, Respondent grants the University a non-exclusive, perpetual, irrevocable, royalty-free license for the rights to copy, distribute, display, prepare derivative works of and transmit the Response solely for the purpose of evaluating the Response, negotiating a contract, if awarded to Respondent, or as otherwise needed to administer the procurement process, and to fulfill obligations under Oregon Public Records Laws. Responses, including supporting materials, will not be returned to Respondent. Responses to this letter will be retained by the University for a required retention period and made a part of a file or record that will be open to public inspection. If a Response contains any information that is considered a trade secret under ORS 192.501(2), you must mark each page containing such information with the following legend: TRADE SECRET. The Oregon public records law exempts from disclosure only bona fide trade secrets, and the exemption from disclosure applies unless the public interest requires disclosure in the particular instance. Non-disclosure of documents or any portion thereof or information contained therein may depend on official or judicial determinations made pursuant to law. An entire Response to this letter marked as trade secret is unacceptable, and the Response will be deemed available for disclosure to the public. Price will be one of many factors considered in any purchase. The factors considered are not limited to those addressed in this letter, the Responses to this letter, or any other inquiries the University might make and Responses it might receive. Once the University receives all information it wishes to obtain, it will evaluate the information and determine whether to negotiate with you. The University may negotiate with no vendors, one vendor, or more than one vendor. It is the Universitys intent to enter into agreements with one or more contractors it deems, in its sole discretion, to provide the best value to the University, though the University may chose not to contract with any contractor. The University is under no obligation to share additional information with you beyond that contained in this letter but may do so if the University, in its sole discretion, deems it advantageous. It is hoped that the result of this process will be a binding contract between the University and a vendor which will include terms and conditions substantially set forth in the draft contract attached to this AP letter as Exhibit B. It is anticipated that the term of the contract awarded under this AP letter will be for an initial term of five years, with the option, in Universitys sole discretion, to extend the contract for three additional one year periods. The total possible term of the contract will not exceed eight years. If you have questions, concerns or proposed revisions to any of the terms and conditions contained in the attached contract, you must address those in your Response. Additional or supplemental terms and conditions submitted by a Respondent as part of its Response may be evaluated or considered at the sole discretion of University. If Respondent conditions its Response on any additional terms and conditions, which have not been accepted by a written Addendum to the AP letter, your Response may be deemed non-responsive. Thank you for your prompt attention to this letter and your interest in doing business with the University of Oregon. Sincerely, University of Oregon EXHIBIT A AP for Price Agreements for International Contracting PCS# 432000-0001-AP (Must Complete, Sign and Submit with your Response by the Closing Date and Time) REPRESENTATIONS, CERTIFICATIONS, AND ACKNOWLEDGEMENTS By submitting your Response to this letter, Respondent represents and warrants that: 1. Respondent has read all of the terms and conditions of this letter; Respondent understands that by signing below and submitting a Response, if awarded the contract, Respondent will be bound by the terms and conditions of this letter and its Response. 2. Prices provided shall be firm for three (3) months after the Closing Date and Time; and, if awarded the contract, Respondent must furnish any and all goods and/or services at the prices offered within the terms and time specified. 3. Respondent has the power and authority to enter into and perform the contract awarded as a result of this letter. 4. The individual signing for Respondent is authorized to execute this Response on behalf of Respondent. 5. Respondent is an independent contractor and not an employee, partner, or agent of University. 6. Respondents name, as it appears in this Response, is Respondents legal name, as it will appear in the Respondents W-9, and if Respondent is an entity rather than an individual that the entity named in this Response is validly-existing and in good standing. 7. Respondent has not discriminated against Historically Underrepresented Businesses (defined in OAR 580-061-0010) in obtaining any required subcontracts. 8. No officer, agent or employee of University has participated on behalf of University in preparation of the Response, that the Response is made in good faith, without fraud, collusion, or connection of any kind with any other respondent for the same work, and that the Respondent is competing solely on Respondents own behalf without connection with, or obligation to any undisclosed person or firm. Acknowledgment of Addenda  FORMCHECKBOX  By checking this box, Respondent acknowledges Respondent has received, reviewed, and agrees to the all terms and conditions added to this letter via any Addenda that were posted on the OUS website, under Business Opportunities, accessible at  HYPERLINK "https://secure.ous.edu/bid/" https://secure.ous.edu/bid/. Business Designation (check one):  FORMCHECKBOX  Corporation  FORMCHECKBOX  Partnership  FORMCHECKBOX  Sole Proprietorship  FORMCHECKBOX  Governmental/Non-profit  FORMCHECKBOX  Limited Liability Company Please indicate your Minority Women or Emerging Small Business (MWESB) Status: Women Owned  FORMCHECKBOX  Self Report  FORMCHECKBOX State Certified #  FORMTEXT       Minority Owned  FORMCHECKBOX  Self Report  FORMCHECKBOX State Certified #  FORMTEXT       Emerging Small Business  FORMCHECKBOX  Self Report  FORMCHECKBOX  State Certified #  FORMTEXT       None of the Above  FORMCHECKBOX  Signature: ______________________________________________ Dated: ______________________________________________ Name: ______________________________________________ Title: ______________________________________________ Firm: ______________________________________________ Address: ______________________________________________ ______________________________________________ ______________________________________________ E-mail: ______________________________________________ Phone: (____) ______________ Above information must be provided prior to the Closing Date and Time for the Response to be considered responsive.      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